ShiftPilot – Employee Shift Scheduler, Staff Rota & Leave Planner

ShiftPilot is a modern self-hosted employee shift scheduler, staff rota and leave planner designed for small businesses and teams.

Create weekly and monthly work schedules, manage employees, define staff availability, handle time-off requests and organize recurring shifts from one clean PHP application.

ShiftPilot uses a calendar-first interface designed specifically for scheduling instead of a traditional complex HR dashboard.

Main Features

- Weekly employee shift scheduler
- Monthly schedule overview
- Drag & drop shift management
- Create, edit and delete shifts
- Employee and role management
- Custom role colors
- Employee availability rules
- Automatic availability validation
- Shift conflict detection
- Time-off request management
- Approve and reject leave requests
- Approved leave displayed directly in the schedule
- Prevent shifts during approved time off
- Reusable shift templates
- Copy complete weekly schedules
- Scheduled hours calculation
- Employee weekly hours
- Dashboard statistics
- Print-friendly weekly schedule
- Save schedule as PDF using browser print
- CSV schedule export
- Employee search
- Responsive mobile schedule
- Business settings
- Administrator profile settings
- Multiple interface accent styles
- Browser-based installer
- Sample staff and schedule data

Ideal For

ShiftPilot is suitable for:

- Restaurants and cafés
- Retail stores
- Cleaning companies
- Salons and spas
- Small hotels
- Service businesses
- Workshops
- Local offices
- Small teams
- Agencies and other businesses that work with employee shifts

Scheduling Logic

ShiftPilot does more than display a calendar.

The application checks employee availability and prevents invalid shifts.

For example, if an employee is available on Tuesday only from 12:00 to 18:00, the administrator cannot assign that employee a 09:00 to 17:00 shift.

ShiftPilot also detects overlapping shifts and prevents scheduling employees during approved time off.

Installation

1. Upload or extract the files to your PHP hosting.
2. Create an empty MySQL or MariaDB database.
3. Open /install in your browser.
4. Enter your database information.
5. Create the administrator account.
6. Complete the installation and sign in.

Sample employees and shifts can optionally be installed during setup.

Requirements

- PHP 8.1 or newer
- MySQL or MariaDB
- PDO MySQL extension
- mbstring
- JSON extension
- Apache with .htaccess / mod_rewrite support

No Node.js, npm or command-line installation is required.

Technology

- PHP 8.1+
- MySQL / MariaDB
- HTML5
- CSS3
- Vanilla JavaScript
- Custom MVC architecture

Included

- Complete PHP source code
- Database installer
- SQL database structure
- CSS and JavaScript files
- Sample data option
- HTML documentation

Workflow

Employees → Availability → Schedule → Time Off → Weekly Hours → Print / PDF / CSV

ShiftPilot is focused on practical staff scheduling without unnecessary payroll, accounting or enterprise HR complexity.